How To Create A Report In Access

There can be many reasons why you may want a report when using Access. In this post, I am going to tell you how to create the easiest report you can. It may not be fancy or finished-looking, but it also will not prompt you for information. Why then am I telling you about this? Simple, I want you to see just what Access can do for you and to give you your first  Access instructions. Most of the folks I know have not ever looked at Access but it can be a very valuable tool or it can just make something a lot easier for you (i.e., I create my Christmas card list using it). So, let’s get to it then. We will be using the Report Tool today.

Follow the steps below to learn how:

  1. In the Navigation pane, click the table upon which you would like to base your report.
  2. On the Create tab, in the Reports group,  click Report.
  3. Access will build your report for you and display it in Layout view.

Now, I mentioned above that your report will not be polished or fancy looking didn’t I? Well here is the good news…

You can then save your report and modify it in Layout view or Design view so that it better serves your purposes.

Be on the lookout as there will be more posts on this subject.

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6 thoughts on “How To Create A Report In Access”

  1. Sorry Carol but I don’t know of a single person (well clearly apart from you) that uses Access any more. I don’t even know why Microsoft haven’t retired it from their Office Suite and cut the price of Office by a third.
    Even if I was going to go to the trouble of making a Xmas Card list (actually is sending real cards out even a thing anymore given constant postal delays and lost mail ?) to me using Access in lieu of say, Excel, to make a simple list would be like using a piston-driven sledgehammer to crack a walnut ! The last time I fired up Access was in the early 90’s when my boss forced me to endure a two day consultant Microsoft Office course.

    But far be it for me to be the Xmas Grinch so on behalf of the remaining three other Access users worldwide (other than yourself) profound thanks 😉


    1. Well then Reg, please – tell us how you really feel! I used the example of a Christmas card list in this article because it was very easy to do and a good start for people to take the plunge into Access. Access was slated to disappear in 2018 but Microsoft changed its mind and just never said anything that I know of. Having said that, Access is still very much in use and it is a great skill to have, should you have the use for a great database. I remember back in the day when Access was new, I was the only person in the office who knew how to use it and I was in great demand.
      Christmas cards – why yes, I do believe it is still at “thing,” especially with folks not able to be out and about visiting.

      I am sorry that my lowly little article sent you into such a tailspin and I hope you find use in your life for my many other articles.

  2. Time for my two cents. Remember being quite harsh with you recently, Carol, as I appreciate the information you offer. Your bio is very impressive, and you offer tidbits which are easy to digest. As pointed out, screenshots would assist those who enjoy pictures over words. 🙂
    Thank you for your wisdom and forgive us when we speak out of turn, Mindblower!

  3. Sorry Carol – I didn’t intend to appear rude but I do tend to write from a pretty cynical perspective so I can certainly come across as insensitive and hence this apology. Unfortunately I am a founding and proud member of the “Grumpy Old Men” Club !

    I wrote tongue-in-cheek because I am sure there are many, many more than four users out there but unless Access has changed since my experience, it didn’t seem to do anything that Excel can’t do- of course a lot prettier than Excel cosmetically but it needed a fair bit of work to achieve a nicer way of displaying your data.

    By way of admonition I will fire it up again and have another look as I am sure the last time I used Access was around Windows 98 (?) days and that was under protest so it may have clouded my judgement at the time. I’ll explore again and try to look at it with an more open mind this time !

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